October 14, 2025 at 5:30 PM - Regular Business Meeting

1. CALL TO ORDER AND ROLL CALL

2. PLEDGE OF ALLEGIANCE 

3. COMMUNICATIONS/PUBLIC INTEREST

3.A. Recognitions 

1. Stillwater High School principal, Mr. Walter Howell to recognize 8 SHS students named National Merit Semi-Finalists:
   1. Alexander Kearns-Shook
   2. Alex Kidan-Gathazhe
   3. Yejoon (Aiden) Kim
   4. Jonathan Ku
   5. William Lin
   6. Katherine Liu
   7. Caleb Weiman
   8. Stephan Zhang

3.B. Superintendent’s Report

3.C. Board Communication

3.D. Public Comments - Patrons who wish to address the Board of Education shall be required to submit form BED-E prior to the start of the meeting

4. CONSENT AGENDA    (Action)
All of the following items, which concern reports and items of a routine nature normally approved at a board meeting, will be approved by one board vote, unless any board member desires to have a separate vote on any or all of these items.  The consent agenda consists of the discussion, consideration, and approval of the following items:

4.A. September 9, 2025, Regular Meeting Minutes 

4.B. Stillwater Board of Education Notice of Regular Meeting Schedule for Calendar Year 2026

4.C. Out Of State Travel Requests:

1. Stillwater FFA is traveling to Kansas City, MO as the Reserve Champion State team to compete at the American Royal Judging Contest from October 18, 2025, through October 19, 2025.
2. Stillwater Junior High School Cheer is traveling to Fort Worth, TX to compete at NCA Nationals from January 23, 2026, through January 26, 2026.
3. Stillwater High School Pioneer Robotics is traveling to Irving, TX to compete at Robot Rodeo with the intent of qualifying for Worlds from January 17, 2026, through January 18, 2026.
4. Stillwater Junior High School Pioneer Robotics is traveling to Wichita, KS from November 6, 2025, through November 8, 2025, to compete at the Air Capital Showdown with the intent of qualifying for Worlds.
5. Stillwater High School Girls Wrestling is traveling to Columbia, MO to compete at the Wonder Woman Wrestling tournament from December 28, 2025, to December 31, 2025.
6. Stillwater Junior High School Band is traveling to North Richardland Hills, TX to compete at the North Texas festival from April 24, 2026, through April 25, 2026.
7. Stillwater High School Pioneer Robotics is traveling to Colorado Springs, CO to compete at the AFCEA Pikes Peak Robotics Signature Event in qualifying for Worlds from February 2, 2026, to February 4, 2026.
8. Stillwater High School Pioneer Robotics (Second Team) is traveling to Irving, TX to compete at Robot Rodeo with the intent of qualifying for Worlds from January 17, 2026, through January 18, 2026.

4.D. Possible Board Action to Approve the 2026 School Board Election Resolution

4.E. Approval of the Fee Agreement with local attorney, John Bartley, for the FY 25-26 school year. 

4.F. Change Orders, Encumbrances and Accounts Payable (approval of encumbrance numbers as listed): (Finance)
2025-2026 General Fund (11) Encumbrances #2026-11-309 – 2026-11-409 totaling $123,130.93

2025-2026 Child Nutrition Fund (22) Encumbrances #2026-22-55 - 2026-22-61 totaling $597,145.32

2025-2026 Bond 31 Fund Encumbrances #2026-31-20 – 2026-31-22 totaling $17,077.97

2025-2026 Bond 32 Fund Encumbrances #2026-32-26 – 2026-32-34 totaling $304,626.51

2025-2026 Bond 33 Fund Encumbrances #2026-33-172 – 2026-33-191 totaling $675,701.54

4.G. Transfer and Summary of Activity Account Funds (Finance)

4.H. Activity Fundraising Requests (Finance)

4.I. Annual Activity Fund Planning and Approval Packages (Finance)

4.J. Sanctioned Organizations Approval Packages for FY 2025-2026 (Finance)

4.K. Approval of the following FY 25-26 contracts: 
Educational Services

1. Golden Steps (Ed Ser)
2. Oklahoma State University Department of Nutritional Sciences (Ed Ser)
3. CASA (Ed Ser)

4.L. Appointment of the 2025-2026 Local Advisory Committee for Gifted Education (Ed Ser)

4.M. Consider and Vote to Approve or Not Approve Willowbrook, Inc. use of CM Contingency and Allowances for the SPS Bond 2023 HS Phase I Construction Project (Op) 

4.N. Consider and Vote to Approve or Not Approve Willowbrook, Inc. use of Owner Contingency and Allowances for the SPS Bond 2023 HS Phase I Construction Project (Op) 

4.O. Vote to approve an increase to Adult and Visitor Meal Prices

4.P. Consider and Vote to Approve or Not Approve Service Order #30 for SPS Virtual Academy Locker Room Remodel Project

4.Q. Consider and Vote to Approve or Not Approve Change Order Number 03 for Stillwater Public Schools Sangre Ridge, Middle School, High School Fieldhouse, and High School PAC Roof and HVAC Replacements Project

5. BUSINESS/FINANCE - Chief Financial Officer, Kristie Newby

5.A. Consider and Vote to Approve the Treasurer's Report to include the Bond Expenditures and Revenues Report

5.B. Consider and Vote to Approve or Not Approve the presentation of the 2024-2025 Audit Report by Jenkins & Kemper. 

6. OPERATIONS - Assistant Superintendent, Bo Gamble 

6.A. Consider and Vote to Declare or Not Declare Equipment at Stillwater High School West Gym as Surplus Property

6.B. Consider and Vote to Declare or Not Declare Equipment at Stillwater High School City Gym as Surplus Property

6.C. Consider and Vote to Declare or Not Declare Inventory at Stillwater Pioneer Virtual Academy as Surplus Property

6.D. Consider and Vote to Award Bids for the Stillwater Public Schools Bond 2023 High School Phase I and II furniture, fixtures, and equipment (FF&E) project to the Following Bidders:

6.E. Consider and Vote to Approve or Not Approve Changer Order Number 01 for Stillwater Public Schools Bond 2023 High School Phase I & II FF&E Package

6.F. Consider and Vote to Approve or Not Approve Schematic Design for Construction of New Stillwater High School Athletics Phase 1 Project and Authorization to Proceed with the Design Development Phase

6.G. Receive Bond 2023 Update

7. Proposed Executive Session to Discuss the Following:

7.A. Proposed executive session to discuss the employment of those employees listed on attached Exhibit A. 25 O.S. Section 307(B)(1)

7.B. Proposed executive session to discuss the employment status of James Vestal pursuant to Okla. Stat. tit. 25, § 307(B)(1) and (7),

7.C. Evaluation of the Superintendent (a routine evaluation session that the Board may conduct monthly) Pursuant to Executive Session Authority – OKLA. STAT. tit. 25 sect 307(B)(1) and (7).

8. Vote to Convene in Executive Session (Action)

9. President's Acknowledgment of the Return of the Board to Open Session

10. Statement of Executive Session Minutes

11. Discuss and Vote to Approve or Not Approve the Resignation Agreement with James Vestal. 

12. Consider and Vote to Approve or Not Approve the Appointments, Resignations and Employment Recommendations Listed on Exhibit A of the Agenda. 

13. ADJOURNMENT

13.A. Vote to Adjourn (Action)